Privacy policy

Effective Date: January 1st, 2024 
Last Updated: September 10th, 2025 

Helios Technology Solutions Inc. is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or otherwise interact with us. This policy applies to customers in Canada and the United States. 

We encourage you to read this Privacy Policy carefully. By using our services, you agree to the terms outlined here. 

1. Introduction 

We respect your right to privacy and are committed to being transparent about the personal data we collect, how it is used, and the steps we take to protect it. We believe privacy is a fundamental right. Our goal is to collect only what is necessary, protect it with strong security, and use it solely to serve you.  

2. Scope of Policy 

This policy applies to all users of our website, mobile platforms, client portals, and any related services we offer, including but not limited to website hosting, digital menus, network assessments, and tech support. 

3. Information We Collect

We may collect personal and non-personal information in the following ways:

a. Information You Provide to Us Directly: 

  • Name, email address, phone number
  • Business or company name
  • Shipping and billing addresses
  • Payment information (processed via third-party providers like Shopify or Stripe)
  • Any messages, requests, or forms you submit

b. Information Collected Automatically: 

  • IP address and device information 
  • Browser type and operating system 
  • Pages visited and time spent 
  • Referral source or landing page activity 
  • Cookies and tracking technologies  

c. Information from Other Sources 

  • We may receive information about you from third-party services you use in connection with ours (e.g., Shopify, Stripe) or public databases, depending on your privacy settings on those platforms. 

4. How We Use Your Information 

We use the information we collect for purposes such as: 
  • Providing our services and fulfilling orders 
  • Communicating with you (support, updates, offers) 
  • Improving our website, services, and customer experience 
  • Complying with legal and regulatory obligations 
  • To detect and prevent fraud or security incidents 
  • To comply with tax, accounting, and other legal obligations 

5. Consent 

By using our website or services, you consent to the collection, use, and disclosure of your information as outlined in this policy. 
You may withdraw your consent at any time, subject to legal or contractual obligations. To do so, please contact us at: helpdesk@heliotech.ca 

6. Data Storage and Security 

We take reasonable physical, administrative, and technical safeguards to protect your personal data from loss, misuse, unauthorized access, disclosure, alteration, or destruction. 
  • Data is stored securely using encrypted databases and servers located in Canada and/or the United States. 
  • Access to personal data is limited to authorized personnel only. 
  • We regularly review our security practices and update them as needed. 
  • We retain personal data only as long as necessary to fulfill the purposes outlined in this policy or to comply with legal requirements. Typically, data is retained for up to 2 years after the end of our customer relationship unless longer retention is required by law. 
-account and transactional data: up to 2 years post relationship 
-support inquiries and communications: retained for 12 months  
-cookies and analytics data: retained for up to 13 months  
Despite these safeguards, no system is 100% secure. By using our services, you acknowledge and accept this risk. 

7. Data Sharing and Disclosure 

We do not sell, rent, or trade your personal information to third parties. However, in the course of operating our business, we may disclose your information to the following categories of the recipients: 
  • Trusted third-party providers (e.g. Shopify, payment processors, analytics tools) to support our operations 
  • Legal authorities if required to comply with legal obligations, court orders, or protect our rights 
  • Business partners only with your consent and for specific services (e.g. shipping, installations) 
  • Affiliates or subsidiaries for internal business operations and service delivery, only where privacy and confidentiality obligations are maintained 
  • In the event of a business transfer, such as a merger, acquisition, asset sale, or insolvency, user information may be transferred as part of that transaction, provided that the receiving party agrees to respect the terms of this policy 
We ensure that all third party service providers and partners we engage with are vetted for compliance with applicable privacy laws and industry standard security practices.  

8. Cookies and Tracking Technologies 

We may use cookies and similar tracking technologies to: 
  • Analyze website traffic and usage patterns 
  • Improve performance and user experience 
  • Remember your preferences and session data 
You can modify your cookie preferences in your browser settings. Some functionality may be limited if cookies are disabled. 

9. Your Rights (Canada & U.S.) 

You have the right to: 
  • Access the personal information we hold about you 
  • Request correction or deletion of your data 
  • Withdraw consent for specific uses 
  • Request information about how your data is shared 
  • File a complaint with a privacy regulator 
  • Right to data portability (to receive a copy of your data in a machine-readable format) 
  • Right to restrict or object to certain types of processing (e.g. marketing) 
  • Right to lodge a complaint with the Office of the Privacy Commissioner of Canada or a U.S. state authority 
To exercise these rights, contact us at: helpdesk@heliotech.ca 

10. International Data Transfers 

Because we operate across Canada and the U.S., your data may be stored or processed in either country. We take steps to ensure adequate protection regardless of where your data resides, including contracts with third parties.
 

11. Changes to This Policy 

We may update this Privacy Policy occasionally. If we make material changes, we will notify you via our website or by email. 

The “Effective Date” at the top reflects when the latest version was published. 

12.Legal Basis for Processing  

We process your personal data based on the following legal grounds:

  • Your consent, which you may withdraw at any time
  • The performance of a contract with you (e.g. fulfilling an order or providing support)
  • Compliance with legal obligations
  • Our legitimate interests, such as improving our services, detecting fraud, and ensuring network security 

13. Data Breach Notification  

In the event of a data breach involving your personal information, we will notify you and the appropriate regulatory authorities as required by law. Notifications may be provided via email, website notice, or direct contact where possible.  

14. Do Not Track (DNT) Signals  

Our website does not currently do “do not track” signals sent by your browser. However, you may still control tacking through your cookie settings and privacy preferences in your browser.  

15. Third Party Links and Services 

Our website and services may contain links to third party websites or services that are not operated by Helios Technology Solutions Inc. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies before engaging with their services. 

16. Contact Us 

If you have any questions about this Privacy Policy or how we handle your data, please contact: 

Helios Technology Solutions 
1680 Bishop St. N. Cambridge ON Canada N1R 7J3 
Email: helpdesk@heliotech.ca 

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